Tools used in Youth Work
As part of our Training Course, participants explored a variety of digital tools and reflective methods designed to make their youth work more efficient and impactful. From practical software skills to personal development techniques, they created a series of video tutorials showcasing what they found most useful. These short, hands-on tutorials cover Google Drive for collaborative file management, Microsoft Excel for organizing and analyzing data, Microsoft Word’s Mailings function for creating personalized documents, Microsoft Power Automate for streamlining repetitive tasks, and the Heart of Reflection method for fostering mindful and meaningful learning. Together, these resources support youth workers in combining digital competence with self-awareness and teamwork.
Google Drive
This tutorial presents Google Drive as a simple and effective tool for teamwork in youth work. It shows how cloud storage helps youth workers and volunteers share resources, manage materials, and collaborate in real time from any device.
The video demonstrates how to upload and organize files, create folders, and share documents with different permission levels. It also covers real-time collaboration with Google Docs, Sheets, and Slides, plus useful tools like search and version history—making Google Drive a practical choice for organizing and collaborating on youth projects.
Microsoft Word - Mailings function
This tutorial shows how Microsoft Word’s Mailings function can save time and effort when preparing personalized documents in youth work. Whether it’s certificates, participant statements, or letters, this tool helps youth workers quickly generate customized materials for large groups—ensuring accuracy and consistency while reducing repetitive manual work. It’s especially useful for project coordinators handling multiple participants or international teams.
Features presented in the video
The video demonstrates how to connect a Word document to an Excel file containing participant data and use the Mail Merge feature to automatically fill in details like names, organizations, or countries. It walks through setting up the Word template, selecting merge fields, and generating personalized files for the entire group in just a few clicks. This method makes document creation faster, more efficient, and perfectly tailored to each participant.
Heart of Reflection
“The Heart of Reflection” is a digital tool that supports meaningful reflection during youth exchanges and training courses. It helps participants explore their learning experiences, emotions, and personal growth through guided reflection activities. By using this tool, youth workers can create a structured yet creative space for participants to process what they’ve learned and share insights in a more mindful way.
The tutorial introduces the main features of the Heart of Reflection website, including its decks, cards, and customizable functions. It shows how to navigate the platform, select reflection themes, and use the cards to prompt personal or group reflection. The video demonstrates how simple and adaptable the tool is, making it ideal for facilitators who want to make reflection sessions more interactive and engaging.
Microsoft Excel
This tutorial highlights how Microsoft Excel can make data management easier and more efficient in youth work. From organizing participant lists to tracking attendance or budgets, Excel helps youth workers handle large amounts of information accurately and quickly. It’s a valuable tool for anyone coordinating projects, preparing reports, or analyzing feedback in a structured way.
The video demonstrates several practical Excel functions using a sample list of names. It covers how to identify duplicate values, replace data automatically, use Flash Fill for quick pattern-based entry, apply the VLOOKUP function to find information, and sort data for better organization. Together, these tools show how Excel can streamline everyday administrative tasks in youth projects.
Microsoft Power Automate
This tutorial shows how Microsoft Power Automate can make project management smoother and more efficient in youth work. By automating repetitive tasks—like handling applications or sending updates—youth workers can save time and reduce the chance of human error. It’s especially useful for teams organizing events or youth exchanges, helping them stay organized, respond faster, and ensure good communication with applicants and team members.
The video demonstrates how to create an automated flow that connects a Microsoft Form (used for event applications) with email notifications and approval options. Whenever someone submits a form, team members receive an email with the applicant’s details and buttons to accept or reject the application. Once a decision is made, the system automatically sends a personalized email to the applicant with the next steps. This setup showcases how Power Automate can simplify communication and streamline administrative processes in youth projects.